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Department Assistant

Pasadena, CA

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RemX is partnered with our highly regarded client to hire a Department Assistant who will provide administrative support to the Communications Department, its Executive and unit supervisors. Duties may include, but not limited to: making recommendations for problem resolutions related to work procedure & space allocation; participating in implementing changes, preparing reports and projections. The Department Assistant will coordinate and resolve problems between different business units. This is long term Temp, Hybrid schedule. 

  • Perform routine personnel and office operations such as timekeeping, coordinating training and travel, and monitoring budgets.
  • Maintain corporate credit card program including tracking expenses, collecting and organizing receipts, reconciling receipts with transactions listed on the monthly statement, and coordinating review and approval with accounts payable.
  • Compile information from multiple sources and preparing reports.
  • Manage and maintain electronic and physical document management systems.
  • Compose, format, edit, and finalize business memos, letters and reports.
  • Set appointments and arrange conferences and meetings for the manager and others in the unit.
  • Order and maintaining office supplies; coordinate and track project estimates, purchase orders, and invoices. 

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Job Requirements

  • Bachelor's degree
  • Demonstrated 5+ years’ experience in an administrative support role
  • Experience tracking and processing expense reports, reconciling receipts with transactions listed on monthly statement
  • Experience gathering information and preparing reports
  • Experience composing, formatting, editing memos, letters and reports
  • Experience scheduling appointments and arranging conferences & meetings
  • Experience answering and screening calls and directing to the appropriate staff member
  • Ability to multi-task and adapt to changing priorities and deadlines in a fast-paced office environment
  • Ability to manage multiple responsibilities simultaneously and complete tasks as assigned; take direction from various staff; exercise punctuality and dependability
  • Strong organizational and interpersonal skills
  • Strong working knowledge of MS Office (Word, Excel, Outlook, Teams)
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